Small business owners often find themselves juggling multiple roles in the course of just one day, and the list of daily tasks can be daunting. On many days, the myriad responsibilities that fall on the shoulders of an entrepreneur can far exceed what the typical daily workload looks like for the majority of people in the workforce.
Fortunately, there are some smart ways to automate and streamline daily tasks. By creating systems of organization, entrepreneurs can gain back valuable time in a day – time that can be used for other productive purposes. I personally use all of the strategies below, and I highly recommend each of them.
Use Screen-Recording Software
Screen recording software, such as Loom, can be a huge timesaver when long, involved emails take too much time to compose. With screen recording, you can communicate important information through video in lieu of email, text or phone. Another advantage is the ability to demonstrate what you are doing on your computer screen, which can be very helpful when troubleshooting a technological issue or learning how to use an app feature.
Use an Online Scheduler to Schedule Meetings
When scheduling appointments with clients, scheduling links can save so much time. My Acuity scheduler syncs with my calendar automatically, so I have peace of mind knowing that my clients will not schedule an appointment at a time I am not available. This type of tool eliminates the typical back-and forth-emailing to coordinate appointment scheduling.
Instead, you can point clients to your scheduler to select their best time based on the available time slots. I also set up my scheduler to generate a Zoom link and email it directly to the client, along with two automated appointment reminders, so this task does not fall on me. This is one of my favorite time-saving tools.
Streamline Workflow with Project Management Systems
These are technological wonders. You can organize planning and workflow for simple or complex projects using available tools within each system. Some plans include more features than others, such as scheduling, budget management, spreadsheets, and databases.
There can be a wide range in cost, so shop around for the project management system that fits your needs best. Once you get used to organizing your workflow within one of these systems, you will find your workflow streamlined and under control, and that brings huge peace of mind.
Automate Your Bills
Many people know that you can set up an online bill pay system to automate personal bill payments, but many do not actually take the time to set it up. Know that it is well worth the time investment it takes for the initial setup. You will gain back time in spades. You can also establish a separate bank account dedicated just for monthly bills, then set up a monthly transfer to cover all bills for the upcoming month. Transfers can be scheduled, just like bills, for even more timesaving.
Turn Off Notifications on Your Smart Phone
Constant distractions waste time. I recommend setting alarms on your phone at certain pre-determined times of the day, such as mid-morning, lunch, and mid-afternoon, as an example. This way, you are in charge of when you allow distractions, rather than the other way around.
Try implementing one or more of the tools above to help streamline daily tasks and ease the multi-tasking burden that many entrepreneurs face. You might find yourself gaining back valuable time and improving overall productivity.